Minutes NSR Council Meeting 2015 Kgs. Lyngby Copenhagen 1. Opening of the meeting CC Board Chairperson Benny Nissen Raun MD 106 welcomed the participants and opened the Council meeting. 2. Election of chairperson and secretary Proposal for Council Meeting Chairperson NSR OC Chairperson PID Jørn Andersen MD 106. Accepted Proposal for Secretary NSR OC Secretary PCC Markus Flaaming MD 107. Accepted 3. Election of persons to verify the minutes Proposal: CC Benny Nissen Raun MD 106 and VCC Jari Rytkönen MD 107. Accepted 4. Determining the list of voters – MD 101 Sweden 10 district 12 votes – MD 104 Norway 10 district 12 votes – MD 106 Denmark 4 district 6 votes – MD 107 Finland 14 district 16 votes – MD 109 Iceland 2 district 4 votes Every MD received red, green and yellow cards to deal them to the voters of every MD. 5. Notification other matters There were no suggestions to other matters 6. Approval of the agenda Points 11.1 and 11.2 were added and the old points 11.1 and 11.2 moved to points 11.3 and 11.4. This was accepted. 7. Follow up matters from previous NSR meetings NSR-OC has worked the matters from Hønefoss meeting and suggested them to CC Board meeting. 8. Financial statements and audit report
Transcript
Minutes NSR Council Meeting 2015 Kgs. Lyngby Copenhagen
1. Opening of the meeting
CC Board Chairperson Benny Nissen Raun MD 106 welcomed the participants and opened the Council meeting.
2. Election of chairperson and secretary Proposal for Council Meeting Chairperson NSR OC Chairperson PID Jørn Andersen MD 106. Accepted Proposal for Secretary NSR OC Secretary PCC Markus Flaaming MD 107. Accepted
3. Election of persons to verify the minutes Proposal: CC Benny Nissen Raun MD 106 and VCC Jari Rytkönen MD 107. Accepted
4. Determining the list of voters – MD 101 Sweden 10 district 12 votes – MD 104 Norway 10 district 12 votes – MD 106 Denmark 4 district 6 votes – MD 107 Finland 14 district 16 votes – MD 109 Iceland 2 district 4 votes
Every MD received red, green and yellow cards to deal them to the voters of every MD.
5. Notification other matters There were no suggestions to other matters
6. Approval of the agenda Points 11.1 and 11.2 were added and the old points 11.1 and 11.2 moved to points 11.3 and 11.4. This was accepted.
7. Follow up matters from previous NSR meetings NSR-OC has worked the matters from Hønefoss meeting and suggested them to CC Board meeting.
8. Financial statements and audit report
8.1 Approval of the NSR accounts 2013-2014 Attachment 8.1 PCC Egil Moe-Helgesen presented this point. Voting resulted 5-0. This was unanimously accepted.
8.2 Audit report Attachment 8.2 Egil Moe-Helgesen presented this point.
8.3 Report from Convention 2014 Toronto Canada Attachment 8.3 PCC Finn Bangsgaard presented this point. There were no questions.
8.4 Current financial status 2014-2015 Attachment 8.4 Egil Moe-Helgesen presented this point as information.
9. Granting of discharge to 2013-2014 NSR Executive Officers This point was voted 5-0. Accepted.
10. Approval of 2015–2016 NSR budget 10.1 Coordinator budget Convention Honolulu, USA, 2015 Attachment 10.1
This point was presented by Finn Bangsgaard.
10.2 Total NSR Budget 2015-2016 Attachment 10.2 This point was presented by PCC Egil Moe-Helgesen. He mentioned that costs and therefore the income from MDs were added with 1040 €. See the attachment PCC Tore Hovde mentioned that is was a deviation between the new budget and the convention budget. It was answered that the convention budget was not corrected for the increase in NSR cost for the Coordinator. This point was voted 5-0. Accepted.
PCC Hilde Straumsheim presented this point. She mentioned that there is still money to spread Lions Quest into a new district in Georgia. She mentioned also that in Georgia 820 teachers are waiting for Lions Quest training. Also is one lions club establish with Lions Quest teachers. This was for information.
11.2 Report NSR project 2013 – 2015 Eye Clinique Tbilisi PCC Bent Jespersen presented this point. He will later send the report to every MD.
11.3 New NSR project 2015-2017 Solar Cooking System Kenya PCC Bent Jespersen told that there were 3 proposals, one from Sweden, one from Norway and one from Finland. CC Board meeting had already accepted the Finnish proposal the solar cooking system to Kenya. ID Jouko Ruissalo presented the cooking solar system. The representatives from Sweden asked why it was only one proposal to be voted. Chairperson Jørn Andersen explained that first IR group made its decision and this was presented to CC Board meeting that accepted the Finnish proposal. Then it was voted 5-0. Accepted.
11.4 Orkester Norden
PID Per Christensen presented this point. He mentioned that there are about 80 young musicians in the orchestra. CC Board had received the proposal to send the orchestra, about 100 persons totally, to Chicago to the 100th convention but CC Board did not accept this. Instead year 2019 when convention is in Milan could it be possible to send the orchestra to Milan. This will be discussed later. During the year 2019 the responsibility of Orkester Norden will move to Finland.
12. Recommendations from the seminars/workshops PCC Hilde Straumsheim presented Common Leadership Curriculum to take into use in NSR countries. The idea is to have common leadership training starting from club president and continuing to 1. VDG training. This was voted by 50-0. So it was unanimously accepted.
Attachment 12.1
PCC Hilde Straumsheim presented Blueprint for a stronger club. The idea is to focus on four core issues, club operations, leadership development, service and membership. This is a guide for club leaders and members to a three step process to assess the club, establish goals and develop a blueprint for a stronger club. This will start as club president training. This was for information only.
Attachment 12.2 PCC Hilde Straumsheim presented also a webinar. GLT seminar recommends that each NSR MD will purchase a software program which is able to handle a webinar. This was for information Attachment 12.3 PID Kenneth Persson presented the Women in Lions seminar that recommended that every MD is positive in budget for Women in Lions. This was for information.
13. Proposals from the seminars/workshops (to be voted on next year)
There were none.
14. Other proposals 14.1 New official NSR logo The new NSR logo was already accepted at CC Board Meeting in Copenhagen in December. 14.2 Approval NSR documents – By Laws App. 1 and 2 All the NSR documents were accepted in Hønefoss 2014. There has been minor corrections but in By-Laws Appendix 1 point 8.1 has been discussed at CC Board meeting. CC Board suggest that 8.1 will be
In case of LCI is not covering travel cost (after application from district or MD), travel cost is covered by NSR administration budget. This correction was voted by 5-0. Points 9 and 10 are already accepted. Appendix 2 was accepted in Hønefoss.
15. Presentation of NSR 2016 MD 107 Rovaniemi, Finland Lions Erkki Kämäräinen and his wife Leila and PDG Jarmo Rastas and his wife Pirjo and PDG Matti Mälkiä presented NSR in Rovaniemi 2016 and invited everyone to come to Rovaniemi.
16. Miscellaneous PID Gudrun Yngvadottir presented a new decision from the board to have a new goal for LCIF by the year 2018 higher the target to 100 milj. USD per year. She mentioned also that 101 Sweden is number 4 in the world in payment per member.
17. Closing of the meeting Chairperson PID Jørn Andersen thanked the audience to take part of the meeting and ended the meeting at 16.50.
In fidem Accepted by e-mail 16.2.2015 Markus Flaaming Jørn Andersen Markus Flaaming Chairperson Secretary Verified by Accepted by e-mail 16.2.2015 Accepted by e-mail 16.2.2015 Benny Nissen Raun Jari Rytkönen CC MD 106 VCC MD 107
NSR By-Laws
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Table of contents
1. The tasks to be fulfilled by MD page 4 2. Responsibilities page 4
2.1 The NSR Meeting page 4
2.2 Practical responsibility page 5
2.3 Economical responsibility page 5
2.4 The responsibility of the matters page 5
3. The theme of the year page 5
4. Workshops page 5
5. The NSR Council meeting program page 5
6. Guidelines for NSR-OC page 6
6.1 The composition and mandatory page 6 runtime of NSR-OC
6.2 NSR-OC meetings page 6
6.3 The tasks of NSR-OC page 6
6.4 NSR-OC budget page 6
7. CC Board page 7
7.1 Cost compensation for the CC Board page 7
7.2 Responsibilities of the chairperson of CC Board page 7
8. Guidelines for Coordinator page 7
8.1 Expenses for coordinator page 7
8.2 NSR Coordinator’s assignments page 8
9. AD-hoc committees page 8
10. The administrative budget page 8
11. Guidelines for the IRD Committee page 9
11.1 Role of the IRD committee page 9
11.2 Work plan for the IRD committee page 9
11.3 Timeline for IRD Chairperson page 9
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Appendix 1:
1. NSR calendar of one Lions year
2. NSR calendar of IR projects
3. Rotation for NSR in the years 2010 – 2022
4. The rotation for coordinators
5. Model of the NSR program
6. Guidelines for opening and closing ceremonies of NSR meeting
7. Agenda of NSR Council meeting
8. Covering of ID’s expenses at the NSR meeting
9. Covering ID’s expenses at the CC Board meeting in November/December
10. Covering of expenses for official participants at the National Conventions
Appendix 2:
1. Role of the IRD committee
2. Role of the IRD Chairperson
3. Work plan for the IRD committee
4. Workshops
5. DG elect training during a NSR meeting
The definition of terms The definitions of the terms used in these By-Laws are as follows:
• NSR – Nordiska samarbetsrådet – The meetings of five Nordic countries, Sweden, Norway, Denmark, Finland and Iceland to co-operate for strengthening Lions matters in these countries
• NSR Meeting – The weekend in January, preferably the 3rd weekend
• NSR Council Meeting – Rådsmöte – The decisive meeting during NSR Meeting
• CC Board – The group of CCs from Nordic countries
• CC Board Meeting – The meeting of CCs. Nordic IP, ID, ID Candidates, PIP, PID, GS, VCC and NSR-OC can also take part of this meeting
• NSR-OC – NSR Operating Committee, helping organ of NSR and CCs
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• NSR Coordinator - The person who takes care of the matters at the International Convention
• ID – International Director from Nordic countries according to the table 3 in Appendix 1
• IRD – International Relations Directors, the committee of one member from every Nordic country according to table 2 in Appendix 1
1 The tasks to be fulfilled by MD
The MD secretary should send to the members of NSR-OC the following documents
• The LION Magazine
• Decisions by MD meetings concerning Nordic cooperation
Every MD should have a complete NSR material including
• The NSR Constitution and By-Laws
• The minutes of NSR Council Meetings and CC Board Meetings
District Governor elects should receive the following documents from his/her MD secretary:
• The NSR Constitution and By-Laws
• A short presentation of NSR
• The decisions taken by the previous NSR Council Meeting that should be implemented during their year as a District Governor.
MD offices shall give information to the participants in accordance to tasks shown in the NSR calendar. See table 1 in Appendix 1.
2 Responsibilities
2.1 The NSR Meeting The timetable of NSR matters is on the table 1 in Appendix 1. When organizing a NSR meeting, the following guidelines should be respected/taken into account:
• The circulation between countries, see table 3 in Appendix 1
• NSR Meeting shall be organized in January, preferably the 3rd weekend
• Model of the program, see table 5 in Appendix 1
• The price level should remain moderate following previous years’ examples. Prices shall include hotel, meals (no alcohol) and registration fee. All fees shall be approved by the CC Board.
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• The registration fee should include the cost of conference rooms, welcome program, printed matters and coffee breaks.
• Sponsors may be used to reduce the price level
• Spouse program can be arranged if needed
• All practical issues when preparing the NSR Meeting shall be confirmed by the NSR-OC representative
• All NSR meetings are open for all Lions members
2.2 Responsibility in practical matters The Lions clubs/MD which have been given the right to arrange the NSR weekend carry the responsibility for all practical matters during the event.
2.3 Economical responsibility The Council of Governors of the host country has the economic responsibility for the NSR meeting and its arrangements. A preliminary plan should be presented to CC Board meeting in January one year before the NSR meeting. The final plan must be accepted in the CC Board meeting in November.
2.4 The responsibility of the matters The CC Board has the responsibility of the matters during NSR Meeting. Main responsibility has the CC from the host country. The chairperson of the organizing committee should send a tentative program to the NSR-OC before the Board meeting during the Europa Forum. NSR-OC should send the proposed program to the CC Board Meeting before Europa Forum after having discussed and developed the contents.
3 The theme of the year Host country should decide the theme of the year. The theme should be presented to the NSR-OC at the beginning of November before the NSR meeting. The NSR-OC prepares its comments to the CC Board. The theme should be presented by a Lions or non-Lions speaker. Possible expenses of speakers can be paid from the NSR's budget if approved by the CC Board.
The theme of the year should relate to something that Lions do or has an affect to the Lions in the future. The group discussions should lead to a joint statement or recommendation to MDs or clubs by the NSR Council Meeting.
4 Workshops
See Appendix 2, chapter 4.
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5 The NSR Council meeting program The model agenda of a NSR Council meeting is presented in the Appendix 1 table 7 The language in a NSR Council meeting is English. The language in all other NSR meetings, seminars and workshops shall be decided by the chairpersons and the participants.
Guidelines for the opening and closing ceremonies are presented in Appendix 1, table 6.
6 Guidelines for NSR-OC
6.1 The composition of and the length of membership in NSR-OC The NSR-OC consists of 5 Lions, one from each Nordic country. The representative shall be appointed or elected in each member MD and should be a Lions leader with strong NSR experience.
The representative shall be appointed or elected for a period of 5 years. Appointment/election follows a principle of rotation where one member of the NSR-OC must be replaced or reappointed/reelected every year.
The representative from the host country of the annual NSR meeting is always the chairperson of the NSR-OC. The representative from the country hosting next year NSR meeting is always the secretary of the NSR-OC.
6.2 NSR-OC meetings The NSR-OC has every year one ordinary meeting in connection with the annual NSR Meeting. Other meetings should be held as teleconferences or by e-post.
The members of the NSR-OC are encouraged to participate in the Council of Governors meetings in their MD, especially in the first half of the fiscal year.
The chairperson of the NSR-OC participates as the secretary in the annual NSR CC Board meeting in November/December in order to prepare the coming NSR Meeting.
6.3 The tasks of NSR-OC The NSR-OC is a service and advisory committee for the NSR CC Board in order to secure the continuity in the NSR cooperation. NSR-OC shall be used as a focal point/resource centre in NSR matters.
Together with the host committee, the NSR-OC shall prepare the program for the annual NSR meeting and the agenda of the NSR Council meeting. The final proposals must be approved by the NSR CC Board.
The agenda of the NSR Council meeting must reflect the NSR Constitution and By-Laws and other NSR rules.
Together with the NSR CC Board, the NSR-OC shall prepare all accounts and budgets for NSR and NSR activities at International Conventions. NSR-OC shall present accounts and budgets in the NSR Council meeting for approval.
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The NSR-OC shall see to the future development of NSR in order to make the annual NSR Meetings active, interesting and relevant for Lion leaders and members. All proposals shall be presented to the NSR CC Board for final acceptance. Approval must be taken on a NSR Council Meeting.
6.4 NSR-OC budget NSR-OC budget is a part of the total NSR budget.
The budget covers NSR-OC member participation in the annual NSR meeting. The budget also covers the NSR-OC Chairperson’s participation in the NSR CC Board meeting in November/December.
7 CC Board 7.1 Cost compensation for the CC Board
Each MD covers the expenses to the CC Board Meetings for their own CC. However, travel expenses to the CC Board Meeting in November are covered by NSR. Other expenses in this meeting are covered by each MD.
7.2 Responsibilities of the chairperson of CC Board
a. The chairperson is responsible for preparing the minutes of the CC Board meetings, and the distribution of the minutes to all participants, Nordic ID’s and Nordic MD offices.
b. In the CC Board meeting at the Convention, the agenda should include a presentation of motions coming up at Convention and Europa Forum (EF).
c. During the CC Board meeting at the Europa Forum, the agenda should include the program of the next NSR meeting and if possible a guideline of how to act during EF.
d. The chairperson is also responsible for contacting and negotiating with the next EF organizer with respect to translation in the Nordic languages or compensation to NSR if there is no translation in the Nordic languages. The decision how to act should be taken into discussion by the CC Board at the CC Board meeting at the Convention.
e. The chairperson makes arrangements for the CC Board meeting to be held between EF and NSR. Main topics of this meeting are: - Agenda for the next NSR meeting and the NSR Council Meeting according to a proposal by the NSR-OC - Theme for the main speaker in the next NSR meeting. - Administrative budget for the next Lions year. - Next IR project proposed by the IR committee.
f. During the NSR Meeting the chairperson is responsible for the agenda to the CC Board Meeting. Main topics at this meeting are: - Questions to the agenda at the NSR Council Meeting - Participation at the national Convention - Common Nordic acting at the next Convention - Approval of the budget for the next NSR
g. The chairperson is responsible for informing the next chairperson about any
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matters that have to be implemented during the next Lions-year.
Throughout the year, the NSR-OC shall serve as an advisory and working committee for the chairperson and the CC Board.
8 Guidelines for Coordinator
8.1 Expenses for Coordinator Expenses for coordinator and his/her maintenance during the International Convention shall be covered by the NSR budget. The expenses are for two persons in each Convention. See table 4 in Appendix 1.
8.2 NSR Coordinator´s assignments
Coordinator´s main assignment is to organize and lead all common activities of the Nordic countries during the Lions Clubs International Convention.
In addition he/she
1. Makes and sends out the common Nordic program for the convention.
2. Arranges a meeting room for the CC Board Meeting
3. Arranges a room and other services for the Scandinavian Get-together. Coordinator also prepares the program and is the toast-master.
4. Arranges a room and other services for the Scandinavian Hospitality room. Coordinator is also the leader of this event.
5. Makes one common registration for the International parade for all Scandinavian participants.
6. Draws up a budget that covers all possible cost of his/hers assignment and work.
7. Gives a report from last convention and introduce a plan for next convention in the NSR meeting
8. Briefs and coaches the incoming coordinator
Coordinator is liable to the CC Board on his/her actions.
9 Ad-hoc committees Expenses from an ad-hoc committee appointed by the CC Board or NSR Council should be covered by the NSR administrative budget and be specified separately in the budget and/or final accounts.
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10 The administrative budget From this budget, the following expenses are covered:
1. NSR-OC expenses according to the by-laws
2. NSR coordinators expenses according to the by-laws
3. Travel cost of the CC’s to the CC meeting in November
4. All expenses of the NSR-OC chairperson and other specially invited persons to the CC meeting in November.
5. Other administrative expenses decided in the NSR Council meeting.
6. If NSR is covering travel cost, the following will be covered:
• Travel expenses from home to the meeting place by using the cheapest communication
• Lodging (single room price)
• Meals according to receipts or meals included in the official program
• Invited ID
• Taxi if absolutely necessary
• Expenses for alcohol will not be covered
• Expenses for spouses will not be covered except if the spouse is a responsible coordinator (see 8.1)
The NSR administrative expenses are covered by the five Nordic countries according to the number of members (LCI figures) on June 30 each year.
11 Composition of the IRD committee and the project management
The IRD committee consists of the International Relations Directors (IRD) of the Multiple Districts (MD) of the NSR countries. The planning period for the NSR project should normally be 2 years.
The project should be finished within 2 years. If the project runs for more than 2 years the responsibility remains with the country running the project with no responsibility for the other NSR countries. The NSR part of the expenses for the NSR IR project is covered by the five countries as follows: MD 101 Sweden 24 %, MD 104 Norway 23 %, MD 106 Denmark 17 %, MD 107 Finland 32 % and MD 109 Iceland 4 %. The NSR part of the expenses per year is calculated as follows: Total number of members as per June 30 multiplied by an amount per member decided by the NSR Council Meeting (see Appendix 2).
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11.1 Role of the IRD committee The role of IRD committee and IRD Chairperson is presented in paragraph 1 and 2 in Appendix 2.
11.2 Work plan for the IRD committee
Work plan is presented in paragraph 3 in Appendix 2.
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NSR By-Laws
Appendix 1
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1 NSR Calendar of one Lions year
Time (latest to fulfil) Activity Responsibility of the activity
To whom is it sent
August 2 years before NSR Council Meeting
Election of arranging clubs
MD in turn CC Board
June-July CC Board Meeting (Convention)
CC Board Chairperson
CC, IP, PIP, ID, PID, GS, ID Candidate
June-July at CC Board Meeting
Nomination of the member of the EF Advisory Committee
CC Board Chairperson
CC, IP, PIP, ID, PID, GS, ID Candidate
10 August Minutes from Board Meeting (Convention)
Secretary appointed by the CC Board
CC Board, NSR-OC, MD offices
August-September Meeting with the arranging clubs
Representative of arranging clubs, NSR-OC Chairperson
CC Board Chairperson, NSR-OC Chairperson
September-October Agenda of CC Board meeting at Europa Forum
CC Board Chairperson
CC Board, PIP, PID, GS, ID, IP, ID Candidates
September-October Approval of Lions theme of the year
NSR-OC CC Board
September-October CC Board Meeting (EF) (To approve the theme of the year)
CC Board Chairperson
CC Board
1 October Invitation to NSR Council Meeting/workshops
Host country’s MD Office
CC Board, DG, PIP, PID, GS, IP, ID, ID Candidates
1 October Application to Oak Brook for ID’s participation at NSR Council meeting
CC Board Chairperson
Oak Brook
Copy to NSR_OC Chairperson
October-15 November Minutes from CC Board Meeting (EF)
CC Board Chairperson
CC Board, NSR-OC, MD offices
1 November Agenda to CC Board Meeting in November
CC Board Chairperson
CC Board, NSR-OC Chairperson
20 November Last date for motions to NSR Council Meeting
From Council of Governors to NSR-OC
CC Board and MD
November CC Board Meeting CC Chairperson CC Board, NSR-OC Chairperson
5 December Agenda for NSR Council Meeting
NSR-OC Secretary CC Board, NSR-OC, MD offices
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10 December Minutes from CC Board Meeting in November
NSR-OC Chairperson CC Board, NSR-OC, MD offices
15 December Information, Agenda etc.
MD offices Participants of NSR
5 January Agenda to NSR-OC Meeting (NSR)
NSR-OC Chairperson NSR-OC
5 January Agenda to CC Board Meeting (NSR)
CC Board Chairperson
CC Board, NSR-OC, PIP, PID, IP, ID, ID Candidates
January one year before NSR Meeting
Preliminary Plan, Program and Budget
MD/arranging clubs CC Board
January NSR-OC Meeting
January CC Board Meeting
January NSR Council Meeting
February Invitation to the National Conventions
CC’s CC’s MD offices
10 February Minutes from NSR-OC Meeting
NSR-OC Secretary NSR-OC
10 February Minutes from CC Board Meeting
CC Board Chairperson
CC Board, NSR-OC, MD offices
20 February Minutes from NSR Council Meeting
NSR-OC Secretary CC Board, NSR-OC, MD offices
15 March Minutes from NSR Council Meeting
MD offices Own choice
15 June Agenda of CC Board Meeting (Convention)
CC Board Chairperson
CC Board, PIP, PID, IP, ID, ID Candidates, GS
2 A NSR calendar for new IR projects
Time (latest to fulfil)
Activity Responsibility of the activity
To whom is it sent
Two years before start
Start planning in MD’s MD IRC MD CC
15 October Motion new projects MD IRC IR Committee
20 November Motion IR projects recommended by IR Committee
Chairperson IR Committee
CC Board, NSR OC
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November-December
Proposal for next IR project
CC Board IR Committee, NSR OC
January Voting for next IR project NSR Council Meeting
2 B NSR calendar for on-going IR projects
July/August Invoicing Chairperson IR project
CC group, MD offices
Aug/Oct/Feb/May Reporting Chairperson IR project
CC group, IR group, MD offices
20 November Report to CC meeting Chairperson IR project
CC group, Chairperson NSR OC
December Agenda to IR meeting at NSR
Chairperson IR Committee
IR group
January IR meeting at NSR
10 February Minutes from NSR IR meeting
Chairperson IR Committee
CC group, NSR OC, IR group
3. Rotation for NSR in the years 2010-2022
Year ID Coordi-
nator NSR Secr.
NSR Host
CC Board Chairpers.
NSR-OC Chairpers.
NSR-OC Secretary
IR Proj.
2010/2011 D/I F F F F I D
2011/2012 D/I I I I I S N
2012/2013 S I S S S N N
2013/2014 S S N N N D D
2014/2015 F/N S D D D F D
2015/2016 F/N D F F F I F
2016/2017 F D I I I S F
2017/2018 F N S S S N
2018/2019 F N N N N D
2019/2020 F F D D D F
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2020/2021 S F F F F I
2021/2022 S I I I I S
4. The Rotation for Coordinator
Year Responsibility Training Assistance
2011 MD 107 MD 109
2012 MD 109 MD 109 Assistant
2013 MD 109 MD 101
2014 MD 101 MD 101 Assistant
2015 MD 101 MD 106
2016 MD 106 MD 106 Assistant
2017 MD 106 MD 104
2018 MD 104 MD 104 Assistant
2019 MD 104 MD 107
2020 MD 107 MD 107 Assistant
And then it goes on as this plan
5. The model of the program
Time Friday Saturday Sunday
08.00 MD Meetings 09.00 ID’s report & questions
and answers Ad–hoc committee meetings, Council of governors meetings
10.00 The theme of the year 11.00 Coffee break 11.30 Group discussions 12.30 Arrivals Lunch Lunch 13.30 Reports, resolutions 14.00 Opening of NSR
Council Meeting
14.30 Coffee break Coffee break 15.00 Workshops
NSR-OC Meeting CC Board meeting
NSR Council Meeting
16.30 Closing 18.00 Informal meal 19.00 Conclusion and
preparation of next day’s presentation
Nordic party
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6. Guidelines for opening and closing ceremonies of NSR meeting
Opening ceremony:
• Welcome by Chairperson of the CC Board (incl. recognition of special guests) • Welcome by Chairperson of the host committee • Entertainment • Short speech by one representative of the Nordic countries • Flag ceremony (the 5 Nordic countries – autonomous areas in the host country
– the Lions flag – the flag of the International President’s home country (if present))
• National anthem of the host country • Welcome and presentation of host city by the City Mayor or another authority • Entertainment • Practical information by Chairperson of the host committee
Closing ceremony:
• Summarizing and conclusion of the NSR meeting by Chairperson of the CC Board
• Presentation of next year NSR meeting • Handover of the Nordic Viking and the NSR banner – Chairpersons of the CC
Board • Closing remarks by Chairperson of the CC Board The above programs are guidelines that should be understood as minimum requirements.
Additions can be made under time considerations.
A mix of a formal and relaxed format is preferable.
7. Agenda of NSR Council Meeting
1. Opening of the meeting CC Board Chairperson
2. Election of chairperson and secretary Proposal for Council Meeting chairperson NSR OC Chairperson Proposal for Secretary NSR OC from next NSR
3. Election of persons to verify the minutes Proposal: CC Board Chairperson and CC next NSR
4. Determining the list of members with the right to vote MD 101 Sweden 10 district 12 votes MD 104 Norway 10 district 12 votes MD 106 Denmark 4 district 6 votes MD 107 Finland 14 district 16 votes MD 109 Iceland 2 district 4 votes
5. Notification other matters 6. Approval of the agenda 7. Follow up matters from previous NSR meetings 8. Financial statements and audit report
8.1 Presentation of financial report from the previous year 8.2 Audit report and adoption of the audited accounts 8.3 Report from the previous Convention
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8.4 Current financial status 9. Granting of discharge to the previous year’s executive officers 10. Approval of next year’s budget 11. NSR-cooperation projects
11.1. The acceptance of the new NSR project 11.2. Orkester Norden
12. Recommendations from the seminars 13. Proposals from the seminar (to be voted next year) 14. Other proposals for projects / activities 15. Presentation of candidates to the International Board 16. Presentation of next NSR 17. Other matters 18. Closing of the meeting
8. Covering of ID’s expenses at the NSR meeting
The official invited ID’ s expenses at NSR Meeting should be covered as follows: 1. In case of LCI is not covering travel cost (after application from district or MD), travel
cost is covered by NSR administration budget.
2. Hotel, meals etc. to be covered by the NSR host country. 3. The same coverage is for the spouse of this ID. 4. If there are two ID’s from the Nordic countries at the same time, one of the ID’s is
officially invited on a rotation system, and expenses are covered according to the rules mentioned above.
5. If the other ID is attending the meeting, the NSR host country covers hotel, meals etc. for this second ID and the spouse. The ID is responsible for covering travel expenses
9. Covering ID’s expenses at the CC Board meeting in Nov./Dec.
1. If the CC Board invites the NSR officially invited ID to attend the CC Board meeting in November/December, all expenses are covered by the NSR administration budget.
2. NSR does not cover any costs for the spouse. 3. Only one ID can be invited on the cost of NSR.
10. Covering of expenses for official participants at the National Conventions. 1. Travel expenses for one ID and spouse are covered by Oak Brook. 2. Hotel, food etc. are covered by the host country. 3. Travel expenses for the official participants and spouses from the other Nordic countries are covered by each country. 4. Hotel, food etc. are covered by the host country.
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NSR By-Laws
Appendix 2
1 17.1.2015
1 Role of the IRD committee
The IRC (International Relations Chairperson) committee has the following role within NSR:
1. To discover and recommend to the CC Board international projects for the NSR. NSR projects should focus on aid outside the NSR countries and have an important impact in the area where they are implemented. Any NSR country can propose a project but the IRC committee recommends one project to the CC Board and the NSR Council Meeting for approval.
2. To present to the CC Board and the NSR Council Meeting interim reports, as if needed, on each on-going international project and also report on the final outcome of the projects in the NSR Council meeting.
3. To form a Project group for each international project and to oversee its work. The Project group is responsible for the successful result of each project. The IRC committee appoints a Project Manager for each project. The Project Manager shall inform the IRC committee on a regular basis on the progress of the Project.
4. To endeavour to find areas of cooperation between the NSR countries, and/or other countries, to enhance the international goals of NSR.
5. To carry out tasks and projects that the CC Board refers to the IRC committee.
2 Role of the IRD Chairperson The IRC committee is chaired by the IRC of the country where the next NSR meeting is held. This position is held for one year from July 1st to June 30th the following year.
Every Lions year the committee is chaired by the IRD of the country hosting the NSR Council Meeting. His role is called IRD Committee Chairperson. IRD meetings and seminars are prepared and chaired by the IRD Committee Chairperson in cooperation with members of the IRD committee.
It is the responsibility of the chairperson to prepare and chair IRC meetings and seminars and report progress of NSR projects to the CC board and the NSR Council meeting as needed. The IRD Committee Chairperson shall keep and maintain a record of all activities and meetings and at the end of his year as chairperson pass on these records to the next chairperson. At the end of the term the chairperson also informs the incoming IRC committee chairperson about on-going projects, project proposals and other relevant issues.
3 Work plan for the IRD committee In order to fulfil its Role the IRC committee should:
1. Communicate, via e-mail, phone, e-meetings, on a regular basis. 2. Meet at least once a year, in person, at the venue of the NSR Meeting. Minutes to be
distributed to the CC Board and the IR committee within a month from the meeting. 3. Pending the approval of the CC Board, a second meeting can be called at the Europa
Forum if needed. 4. Prepare and hold an IRC Seminar at the NSR Meeting in January if requested 5. Maintain a presence on the Internet open for all, Lions members and the public, to
inform about NSR projects and the work of the IRC committee. 6. Inform the CC Board before each of its formal meetings about the progress of
projects and other relevant issues.
2 17.1.2015
4 Workshops in a NSR meeting
The aim of the workshops is to be interactive and interesting, not reporting from the past. The outcome from every workshop should be presented on Saturday afternoon according to the common timetable.
Workshops should be arranged on the first day of the NSR Meeting. The purpose of the workshops is to give the participants that kind of knowledge that they can use in their Lions activities but also in everyday life. Therefore the workshops should be conducted by experts in the field of the workshop topic.
Every workshop must have chairperson, co-chairperson from NSR-OC and a secretary. The chairperson should prepare the workshop in a manner that the objective of the workshop can be easily understood by participants.
The topics of the workshops are created by the NSR-OC before October in preceding Lions year. The NSR-OC gives the proposal of the workshop topics to the CC Board before the CC Board Meeting during Europa Forum.
The chairperson and the secretary are responsible for making a report of the workshop and present it on Saturday during NSR Meeting. The chairperson is also responsible for publishing the report onto the organizers home page.
5. DG elect training during a NSR meeting
It is possible to organize a DG elect training during a NSR meeting. The group leader in the next International Convention is responsible for the training. DG elect training could take place either on Friday afternoon or on Sunday morning depending on the travel schedules.
VCC training should be organized as well. The purpose of the training is to familiarize the VCC Group to the knowledge of NSR affairs. Training could be arranged on Friday evening or Sunday morning.
3 17.1.2015
NSR Constitution
17.1.2015
1 Introduction
1.1 The co-operation The Nordic co-operating council (NSR) is a coordinating body between the Lions Multiple Districts 101 Sweden, 104 Norway, 106 Denmark, 107 Finland and 109 Iceland. In the Council, each of the Multiple Districts is represented by the Council Chairperson (CC), all District Governors (DG’s) and one representative appointed by The Council of Governors.
Each of member MD has a voting right of one vote. For a decision in matters not concerning finance or changing the Constitution, a simple majority is needed. For matters concerning finance or changing the Constitution, each Multiple District has one vote and the decision must be taken unanimously. The voting must take place in a NSR Council meeting.
If a Council representative is unable to attend a Council meeting, the Multiple District Council can appoint a substitute with the same rights and responsibilities.
Leos and other countries are invited to participate in NSR as observers without voting rights.
1.2 Objective The objective of the NSR is to enforce relationship with and presence in the Lions Clubs International, with Lions Clubs in Europe and to organize joint service projects, as well as to strengthen the membership and leadership of the Lion members in the Nordic countries.
The NSR is based on principles of solidarity and mutual understanding among Nordic Lions countries as laid out in the NSR Constitution.
1.3 Strategy In order to work towards the objectives of the NSR:
• The NSR shall represent the Nordic countries as a coherent entity in international Lions meetings (Convention, Europa Forum).
• The NSR shall organize joint service projects.
• The NSR shall strengthen the membership and leadership by training and guiding.
• The NSR shall support cultural cooperation.
1.4 Working Platform The NSR is a forum that enables Lions to meet in annual gatherings, exchange ideas and support the Nordic membership and leadership programs. All Lions club members in the five Multiple Districts have the right to attend and to participate in Council meetings without voting rights.
The Council operates in accordance with the LCI Constitution and By-Laws.
The NSR organizes every second year one or more joint service projects in the field of charity within the budgetary framework set by the council. The NSR can also organize co-
17.1.2015
operation and service projects outside its budgetary constraints provided the council members approve such projects unanimously and has the support of the participating countries.
1.5 Responsibilities As a joint Nordic forum, the NSR shall
• Debate and conclude in its council meetings on initiatives, projects and other activities concerning the Nordic co-operation
• Agree a budget for the NSR and its operatives
1.6 Joint representation
Wherever the NSR or its members take jointly part in Conventions, Europe Forum etc., it shall be presented as: „Lions of Scandinavia”.
2 Structure of the NSR The NSR’s supreme authority is carried by the council meeting. The NSR CC Board is the body responsible for the NSR between the annual meetings of the council and is composed of the CC’s of the member countries. The NSR CC Board is supported by the NSR operating committee (NSR OC) that is composed of experienced lions, one from each member country, elected for a term of five years at a time.
The NSR OC prepares the council meetings, makes the budget for the NSR and has the responsibility to prepare the accounts for the Council. The NSR OC appoints a member to an organizing host committee for each NSR event.
The NSR has permanent standing committees on different joint Nordic assignments. International Director, ID, informs the NSR on the work of the International Board of Directors.
ID NSR Council meeting
NSR CC Board
IR-committee
GMT/GLT - committee
Other committee NSR OC
Coordinator Coordinator NSR
CC Board
Coordinator
17.1.2015
2.1 Committees The standing committees organize their own work within the framework set by the NSR.
Other committees can meet if necessary.
3 Guidelines
3.1 Coordinator The coordinator facilitates the joint Nordic activities at the International Convention.
The NSR coordinator is elected for a period of two years. The nomination rotates among the Nordic countries according to Appendix 1 section 4.The coordinator should speak and write English, and be able to communicate in a “Scandinavian” language.
The coordinator is a PDG that has attended at least two international conventions, and has in addition experience in the NSR work. Exceptions to this rule have to be agreed upon by the CC Board. He/she has to follow the updated Coordinator’s handbook.
3.2 Role and Responsibilities of International Director (ID) Candidates for International Directors are elected by each member country according to the Rotation List of European International Directors (made by the European Steering Committee and accepted in the European Council Meeting at the Europa Forum). Candidates for International Directors from the Nordic countries are introduced at the NSR Council Meeting as well as at the Europe Forum.
International Directors are elected and endorsed according to the International Constitution and By-Laws.
The NSR expects the current International Director(s) elected from the Nordic countries to represent Nordic Lions’ interests on international level, assist in handling local issues and to follow the Nordic Lions effort as detailed below:
• Through LION magazine from the Nordic countries
• Though minutes of and attendance (if possible) in the Council of Governors Meetings in each country
• By getting copies of letters from the Nordic countries to the International Board of Directors
• By being an international speaker in Nordic Countries’ MD Conventions and by taking invitations to clubs, zones and districts in order by carrying out seminars and delivering speeches as described in the Board Policy Manual and by carrying out all other ID-duties.
• By sending a report to the NSR CC Board after each Board Meeting of the International Board of Directors, with copies forwarded to the IPs, PIPs, PIDs in the NSR member countries as well as the editors of LION magazine.
• By informing his/her successor of the work at the International Board of Directors.
• The expenses for the ID’s participation at NSR should be covered according to point
17.1.2015
8 in NSR By-Laws appendix 1.
3.3 Chairperson of the NSR CC Board The CC of the country that arranges the NSR automatically acts as that year’s chairperson in the NSR CC Board and chairperson of the NSR Council meeting. If the chairperson of the NSR CC Board is not able to attend a CC meeting, the CC from the country that is arranging the next NSR will act as chairperson of the CC meeting (and so on).
If the chairperson of the NSR CC Board doesn’t attend the NSR meeting, the governors from the arranging country should appoint a substitute.
If the chairperson of the NSR CC Board is not able to hold his/her post until the end of the year, the CC from the country that arranges the next NSR will act as chairperson for the rest of the year.
3.4 Nordic co-operation with/in the Europa Forum The NSR CC Board meets at the Europa Forum. The NSR OC ensures that any Europa Forum resolution are processed and implemented within the NSR. If the Nordic countries and eventually other countries in the same group should elect a representative to any EF committee, the CC chairperson is responsible for informing the other countries on duties related to this post. The proposal for a representative from the Nordic countries should be elected in the CC meeting held during the International Convention.
3.5 Joint Nordic IR project The NSR runs one or more joint projects. Nordic IR projects shall be approved by the NSR Council meeting. Each project is run by principals approved by the NSR. The budget for the service projects are set by the NSR Council according to agreements between the member countries.
4 Financing of the NSR’s expenses The NSR makes the annual financial plan to cover the costs for administration, activities during LCI convention and other activities decided by the NSR.
4.1 The Administrative Budget The expenses covered by the administrative budget are listed in the point 10 in the By-laws. The expenses of the administration budget shall be borne by the member countries in proportion to the number of members in each country (LCI figures) as of June 30th each year.
4.2 Budget for NSR IR project The budget for a NSR IR project is based on an agreed amount per member as of June 30th (LCI figures). The total amount is divided according to an agreement among the 5 countries. See point 11 in the By-Laws.
17.1.2015
5 Expenses for participation in National Conventions
Expenses for the official representatives and spouses are covered according to point 9 in the NSR BY-Laws appendix 1
6 Resignation Each Multiple District can resign from the NSR. A note of resignation shall immediately be sent to the Chairperson of the NSR CC Board.
All economic responsibilities to NSR have to be settled before the resignation.
The resignation is effective as of the 1st of July in the year after decision on resignation is taken and notified to the Chairperson of the NSR CC Board.
A Multiple District can apply for a new entry in NSR. The application must be approved by the MD convention in the country. A re-entry shall be unanimously approved in a NSR Council meeting.
7 Dissolving NSR The decision to dissolve NSR can only be taken unanimously by the member countries and must be voted in a NSR Council meeting to be valid.
The recommendation of dissolving the NSR must come from the Council of Governors in each MD after consideration and approval in MD national conventions.
8 Amending
This Constitution may be amended only in a NSR Council meeting by resolution of the NSR CC Board. Each Multiple District has one vote. Any amendment must be approved unanimously.
17.1.2015
NSR REGNSKAP PR: 30-6-2014
Tekst Bilag nr. Coordinator CC møte Coordin. Hospitality Parade NSR AU Bankkost Diverse Diverse Eurokto NOK kto NOK konto Egenkapital Forskudd Kreditortil NSR Cph. Conv. Renteinnt Tekst Euro NOK
IB 1 0.43 9 982.65 942.00 7 157.24 -21 127.00 24 212.16 -14 010.24Betalt Island 2 -2 324.74 2 324.74Innbet. Vedr. hosp.R 3 -19 074.00 19 074.00Innbdet. For vester 4 0.24 785.92 -786.16Betalt Hosp, roon 5 42 500.00 -42 500.00Betalt Lions Norge 6 -729.00 -5 905.00 729.00Skand. Aften 7 Skand. Aften 9 576.00 -9 576.00Innbet. Skand. Aften 7 Skand. Aften -9 386.50 9 386.50Hosp. Room 8 5 169.62 -5 169.62Innbet. Adm.utg 13/14 9 -11 462.00 Adm. Inntekt -30 000.00 41 462.00Coord. Utg. 10 2 536.65 -2 536.65Telefonkonf NSR AU 11 124.00 -124.00 -992.61Tekn utstyr Hosp R 12 2 447.13 -2 447.13Innbyd. Kort H R 13 148.65 -148.65Telefonkonf NSR AU 14 121.62 -121.62Forskudd vedr. flaggboks 15 -232.33 232.33Frakt flaggboks 16 1 075.38 -1 673.38 598.00Coordinator 17 2 279.27 -2 279.27Innbet. Hosp R 18 -306.00 306.00Innbet. Skand. aften 19 Skand. Aften -220.50 220.50Bankkostn NOK 20 0.25 -0.25 -2.00Bankkostn Euro 20 103.08 -103.08Avsetn 2 telefonkonf 21 245.00 -245.00Revisor 22 -972.00 -7 875.00 972.00Telefonkonferanser 23 -245.00 -3 687.55 245.00CC møte i Cph. EMH 24 179.77 -179.77NSR Kolsrud og Johansen 25 941.37NSR Egil M-H 26 423.30 -1 364.67NSR Egil M-H 27 67.35 -67.35 -559.00CC møte i Cph. EMH 28 391.90 -391.90 -3 253.00Inn fra tre distrikter 29 903.60 7 500.00 -903.60NSR - Jørn Andersen 30 802.68 -802.68NSR - Markus Flaaming 31 739.95 -739.95Finn - Convnetion 2104 32 -2 449.58 2 449.58Alf - NSR 33 382.78 -382.78Coord. Til NSR 34 477.80 198.29 -676.09NSR AU og CC - Island 35 203.64 755.40 -959.04Veksle euro til NOK 36 -1 811.96 1 811.96 15 000.00Refusjon MD 104 37 217.27 1 840.00 -37.77 -179.50Betalt vester 38 -3 216.95 3 216.95Renter 2013 39 -13.95 13.95 115.85Overført til NSR Georgia 40 -179.50 -1 490.00 179.50Bankkostn. NOK 41 1.30 -1.30 -11.00Bankkostn Euro 42 54.37 -54.37Bet. Get-tog og Hosp 43 -8 308.32 8 308.32Kontorkostander 44 Kontorkost. 85.06 -85.06 -706.00CC møte fra Norge 45 383.13 -383.13CC møte fra Finland 46 537.38 -537.38Bankkostn. Juni Euro 47 9.61 -9.61Bankkostn. Juni NOK 48 0.96 -0.96 -8.00 Fra Danmark - vester 49 409.95 -409.95Avsetn revisjon 50 Revisjon 485.00 -485.00Agio NOK bankkonto 51 245.00 -245.00
COMMENTS TO THE ACCOUNT AS PER JUNE. 30, 20141) Coordinator Orkester Norden did not send any invoice2) Added value tax of € 5.170 and tecnical equipment of € 2.447not taken into account when total cost was charged3) In addition € 11.462 was charged afterwards based on number of lionsmembers. Separatecharge to the five countries of € 19.074 based on number of guests. Total cost Hospitality Room € 49.9594) At NSR in Trollhättan, the CC group asked NSR AU to come up with a proposal for a "new NSR". Cost for one meeting in Copenhagen and telephone conferences to be paid by NSR5) Including disagio of € 245 on bank account in NOK due weaker NOK conpared to Euro
€»fhsf,*rm*§o
SAK &,1
REVISORS BERETNING - NORDISK SAMARBEIDSRAD
Vi har revidert regnskapet for Nordisk Samarbeidsråd for regnskapsåret avsluttet 30. juni 2014'
Regnskapet består av en oppstilling som viser sum kostnader på Euro 32.289, fordelt per
arrångement iåret, innbetaling* iåreipå Euro 30.000 og balanse. Prosjektregnskapet er utarbeidet
av ledelsen i Nordisk Samarbeidsråd.
Ledelsens ansvar for regnskapetLedelsen er ansvarlig for utarbeidelsen av regnskapet, og for slik intern kontroll som ledelsen finnernødvendig for å åuliggjøre utarbeidelsen av et regnskap som ikke inneholder vesentlig
feilinformasjon, verken som følge av misligheter eller feil.
Revisors oppgaver og plikterVår oppgave år å gi utiryt<t< for en mening om regnskapet på bakgrunn 9v vål revisjon. Vi har
giennåmiø* revisjoien i samsvar med lov, forskrift og god revisjonsskikk i Norge, herunderi-Åternational Staniards on Auditing. Revisjonsstandardene krever at vi etterlever etiske krav og
ptanlegger og gjennomfører revisjonen for å oppnå betryggende sikkerhet for at regnskapet ikke
inneholder vesentlig feilinformasjon.
En revisjon innebærer utførelse av handlinger for å innhente revisjonsbevis for beløpene og
opplysniågene i regnskapet. De valgte handlingene avhenger av revisors skjønn, herunder
viriOåringån av risikdene ior at regnskåpet innehoider vesentlig feilinformasjon, enten det skyldes
misligheler eller feil. Ved en slik riiikovtirdering tar revisor hensyn til den interne kontrollen som er
relevånt for selskapets utarbeidelse av et regnikap som gir en dekkende fremstilting. Formålet er å
utforme revisjonshandlinger som er hensiklsmessige ut fra omstendighetene, men- ikke for å gi
uttrykk for en mening ori effektiviteten av enhetens interne kontroll. En revisjon omfatter også en
vuråering av om de ånvendte regnskapsprinsippene er hensiktsmessige samt en vurdering av den
samledipresentasjonen av regnlkapei. Etter vår oppfatning er innhentet revisjonsbevis tilstrekkelig
og hensiktsmessig som grunnlag for vår konklusjon.
KonklusjonEtter våi mening gir regnskapet for Nordisk Samarbeidsråd for regnskapsåret avsluttet 30. juni
2014,idet alt veåelrttigelt uttrykk for resultat og stilling isamsvar med god regnskapsskikk'
Andre forholdBudsjettallene som fremkommer i regnskapet er ikke revidert.
Grunnlag for regnskapsavleggelse og begrenset distribusJonRegnska[et er uiarbeiået for å gi informasjon til Rådsmøtet i Nordisk Samarbeidsråd, og er dgrf^o1
ikkå nødvendigvis egnet for andle formål. Vår uttalelse er kun beregnet på l'lorOjt[ Samarbeidsråd
og skal i«e diitriUueres til andre parter. Dette forholdet har ingen betydning for vår konklusjon.
Oslo, 16. desember 2014.
Revisjonsfirmaet Flattum & Co AS
Til Rådsmøtet iLions Clubs lnternational, Nordisk Samarbeidsråd (NSR)
Statsautorisert revisor
Revisjonsfirmaet Flattum & Co ASAdresse: Tullins gI.6, NO-0166 Oslo
Medlemskap: Den norske RevisorforeninghI^'--c Å.'rnri<erfe Il pm<t ønefaterpe E'nrenino
Telefon: +47 2298212AInternasjonale.r!F,9lGGiINDEPENDENT MEMBER
THE INTERNATIONAL ASSOCIATION OF
LIONS CLUBS Lions of Scandinavia – Nordic Lions Cooperation
MD 101 Sweden • MD 104 Norway • MD 106 Denmark • MD 017 Finland • MD 019 Iceland
NSR Coordinator: PCC Finn L Bangsgaard Täktvägen 2, 511 58 KINNA Sweden Phone: +46705248947, E-mail: [email protected]
Orby in November 2014
To: NSR
Coordinators report from Convention 2014 in Toronto
1. Preparations Preparations started in August/September with applying for function space from LCI. We needed space for our Get Together and our Hospitality Room. I looked at the Convention program and made the decision that we would have our Get Together on July 3th and our Hospitality Room on July 7th. The date of the Get Together was because I had to give our delegates time to get to Toronto in time to attend the Get Together and it had to be before the International Parade and that left only July 3th as a possibility. About our Hospitality Room I decided to have it July 7th because most other parties are the day before and I wanted to give our participants the opportunity to attend other districts Hospitality Rooms. After I received answer from LCI that they had booked space, for our Get Together at Courtyard by Marriott and for our Hospitality Room at The Sheraton Hotel. I could get in touch with the event managers at the hotels and start the discussions about each event. At the CC meeting in Copenhagen in December 2013 I made a presentation of my plans for the Get Together and The Hospitality Room, including costs. The CC-group came to the opinion that the costs where to high and decided that I should try to find other places then the hotels. MD107 Finland had contacts with Lions in Toronto and promised that they would get in touch with them and then I could discuss our events with the Lions in Toronto. By the end of January 2014 I got in touch with PDG Ilkka Ahola in Toronto and we started our discussions, all on e-mail, about where we could have our events in Toronto. PDG Ilkka came with an idea about a place called the Estonian House and we decided that he should start discussions with them to find out if they could help us with the arrangements. After some time PDG Ilkka came back to me and said that the Estonian House said that they could help us with the arrangements. The Estonian House is at Broadview Avenue 958. It is about 4-5 km from the Sheraton Hotel downtown Toronto.
2. Parade information and CC-meeting.
I had arranged for a combined Parade information and CC meeting July 3th at the Courtyard by Marriott. When we were about to start the meetings the hotel claimed that we had no room for the meeting but they solved it in a good way. The next problem was that the meeting room did not have a projector for PowerPoint presentations so I had to rent one.
Page 2 of 3
3. Get Together
According to practice the Get Together party is a two course table served dinner but during the discussions with the Estonian House they came with the idea that we maybe could do it as a buffet dinner instead. It would be cheaper, mostly because buffet can be arranged with les staff then a table served dinner. I asked for an offer of booth alternatives and then I asked the CC-group to decide. The CC-group decided in favor for the cheaper alternative, a buffet dinner. After that the discussion about the food and all other arrangements started. PDG Ilkka said that his club would be happy to assist with the entire practical on the place things. I told PDG Ilkka to tell the Estonian House that I estimated that we would be about 180 Lions and partners from Scandinavia attending the Get Together, the final number of participants, as reported from the 5 MD´s, where 175. Arrangements were made to have all 8 Scandinavian flags on the stage. Allergy. During the Get Together I was asked about special food for participants with allergy. Since nobody had told me about that before there was nothing I could do about this at that time. We must, in the future, ask all participants if they are allergic to anything as early as possible so that the Coordinator can get that information and discuss it with the persons responsible for the food!
4. The International Parade
It started with problems because the Swedish DG and CC bus from the hotel to the assembly area did not arrive in time so I had to arranged the flags without the Swedish flag to start with, telling the Lions carrying the flag that if the Swedish group arrived in time to participated in the Parade they should be prepared to make room for them, one in each row. Just before we started marching down the street the Swedish group arrived and we could fill up with the Swedish flags and in the marching rows. I had asked a couple of Lions to make sure that we marched in order and I would like to say that they did a very good job. We got 3:rd prize in the completion, 432 Canadian dollars.
5. Hospitality Room
The CC-group had decided that we should invite 800 guests. I had 400 invitation cards printed, each valid for two persons. The invitation card was handed out to the MD´s according to the dividend that had been used in this matter in Hamburg. The International Board was invited by ID Kenneth Persson by e-mail. There was an event for the International Broad that same evening, I did not know about this when the date and time was decided for our Hospitality Room, and so we did not have many guests from the International Board attending our Hospitality Room. Our first guest arrived 30 minutes early and the last, PID Bob Corlew one of the candidates for 2nd Vice International president, arrived short before closing time. Everyone I talked to at the Hospitality Room everybody where very pleased and the evaluation by the CC group gave the same answer so I consider our Hospitality Room as a success.
Page 3 of 3
6. The Flag box.
The flag box was, after the Convention in Hamburg, transported to Toronto and stored there. I took in an early stage contact with the Icelandic Company that had help with the transportation and asked them if they could help me transporting the box to my hotel and they promised to do that. I also asked them if they could help me transporting the box from Toronto to Honolulu if I could find a way to store it there directly after the Convention in Toronto. They also agree to that and told me that I should get back to them in April 2015, which I did. After two or three weeks I received an e-mail that they could not help me because they had no agent in Toronto. I sent an e-mail to Oak Brook and asked if LCI had an agreement with a transportation company and if so, if I could ask them for help. LCI answered that they had an agreement with Mendelsohn Commerce so I sent an e-mail asking for help. Later on PDG Ilkka Ahola and one of his club members said that they could help with the transportation to my hotel, so I canceled the agreement with Mendelsohn Commerce. I had asked Lion Bob Lee in the Host Committee for the Convention in Honolulu, if it would be possible to store the flag box in Honolulu between the Convention in Toronto and the Convention in Honolulu and he told me that they had a place to store the box. The flag box was shipped from my hotel in Toronto July 8th and after some difficulties with papers needed to get it into USA it arrived in July and is now stored and checked OK in Honolulu. Thank you for all help I would like to say thank you to all that helped me in my work with the arrangements in Toronto and a special thanks to my wife Margaretha for all her assistants with the planning and during the Convention in Toronto. Finn L Bangsgaard Nordic Coordinator 2014 – 2015 PCC MD101 Sweden
Notes:1) The Hospitality room was arranged at very favourable prices. Liquer was brought in by the DGEs2) Consist of: Storage hotel in Toronto € 244, Transport to Hawaii € 1.023, US Duty € 1.151, Storage Hawaii € 190 We have also paid eqal to € 232 for duty to bring the box into Canada. Has not yet been refunded.3) A small surplus when dividing the cost for Get-Together (ref. Finn)
NSR Finland( One Coordinator from Denmark)Registration 55Meals (2 x lunch, Get.together, dinner x 1) 200Travel 370Hotel (2 nights single room) 220 845 Total NSR
Total 21 935Comments:1) Based on price CPH to Hawaii2) Amont unknown as we do not the roules in Japan for ex. taxesIf not stored at Lionsfriends, the amount will be higher3) Same amount as in budget for 2014 Convention. Actual cost in Toronto is € 5.329.
MD 101 Sverige 11 654 20.57 6 171 6 311MD 104 Norge 11 501 20.30 6 090 6 229MD 106 Danmark 6 525 11.52 3 455 3 534MD 107 Finland 24 735 43.66 13 097 13 396MD 109 Island 2 244 3.96 1 188 1 215
I alt 8 56 659 100 30 000 30 685
Resultat 2 455 0
1) To be covered by LCI (travel) and host country (hotel, meals etc) Same for spouses.2) NSR 2015 in Finland. Prices based on NSR 2014 prices in Norway3) Travel cost for 5 CC's to Copenhagen. All cost for NSR AU chairperson. Coordinator not included4) Convention in Hawaii. Coordinators from Sweden and Denmark5) Estimate. Used same budget as last years6) Transportation cost flagbox from Hawaii to Japan. No information about customs etc.7) All cost for NSR AU members to NSR in Finland8) Will be divided based on number of members as per June 30, 2015.
4 Çusu\ øilcn
Nordic common leadership curriculum
A common curriculum for the Nordic countriesNSR, 16.01.2015
The Nordic GLT group has started the work to reconstruct, align, and build up a jointcurriculum for the training of officers in our area, from the Club President up to DG.
We already have a framework and a vision where we are going, yet a lot of details to discussand put in order. We are working on a long term implementation plan, starting with 2VDGand 1VDG.
The implementation of this resolution should startJuly 1st 2015, by requiringthat all 2VDGand 1VDG have attended RLLI (Regional Lions Leadership lnstitute) by end of the fiscalyear2OI5-20L6. This will be the first step of implementation.
The long term goal is as mentioned: To have a common training curriculum, including the LCItraining, for the Nordic area on all levels.
We propose to the CC-group that we are given the mandate to continue our work. We aimto finish the written concept before NSR2016 in Finland.
+
+
+
1 Training
ub
i9 j
Zone Chairperson 2VDG
Repeatingtopics,
advancing inlevels
Club President lVDG
s ú*-4 f,44eú,kÅ- W $'t^¿ CC - (""P *Irjt çæ"¿,)qr<kà-
Attachment 12.1
,/')
5 ( CIMvrtRecommendation from GLT seminar
Blueprint for a stronger club
We have a tool to make strong clubs stronger and help weak clubs to regain strength. This is calledBlueprint for a stronger club and focuses on four core issues, club operations, leadershipdevelopment, service and membership. lt is a guide for club leaders and members to a three stepprocess to assess the club, establish goals and develop a blueprint for a stronger club.
The guide is ælfexplanatory and most clubs can go through the three steps without outsideassistance as it is supported my numerous information available at lionsciubs .ore.(4|ú.iribSf {Q
Multiple districts and districts should promote this Blueprint for a stronger club to assist both strongand weak clubs to become even better, more focused and the members more satisfied with tcluband services.
The first step in promoting the Blueprint for a stronger club should be to make it a part of the clubpresident training this year.
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Attachment 12.2
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Recommendation from GLT seminar
NSR in Lyngby, Copenhagen, January 2015 I^ Un" 6t'tGLT seminar the participants recommend that
each MD in NSR cooperation purchase a software program which is able to handle a webinar.
The participants see a lot of opportunities in the use of such a program:
- Presenting a project for many people at the same time on a "long distance level"
- Holding meetings among people who live far from each other
- "Long distance" education etc.
We know that this software will cost some money, but with an investment of less than S L,000 ayear, we are confident that this amount would obtain an equally large savings in meeting / travellingcosts in general
